This article explains how to create a basic approval workflow in Etrieve Flow.
By the end of this guide, you will have a workflow that automatically routes a submitted form to a designated reviewer.
Before creating a workflow, make sure you have:
- Form Creator access
- An existing form to associate with the workflow
- Identified the person or department that should review the form
If you need Form Creator access, contact cait@calarts.edu.
What Is a Workflow?
A workflow tells Etrieve what should happen after someone submits a form.
Think of it as a digital routing slip.
Example:
Employee submits Equipment Request
↓
CAIT reviews the request
↓
Workflow ends
Every workflow has three parts:
- Create the workflow
- Associate it with a form
- Design the approval path
Step 1 – Create the Workflow
Navigate to:
Settings → Admin Settings → Flow → Workflows
Click + Add New Workflow.
On the General Settings page:
- Enter a Workflow Name
- (Optional) Enter a Workflow Description
- Select the appropriate Department
- Leave the Workflow Template Status as In Development while building and testing the workflow. The guide notes that Active workflows become non-editable for new routing, while In Development is intended for building.
Step 2 – Associate the Workflow with a Form
- Click Assignment Rules.
This page answers one simple question:
Which form should use this workflow?
2. Search for the form you created.
Example:
CAIT Equipment & Software Request Form V1
3. Select the form to associate it with this workflow.
Without an Assignment Rule, the workflow has no form to respond to and will never start.
Tip: One workflow can be associated with multiple forms if they share the same approval process.
Step 3 – Build the Workflow
Click Designer.
This is where you’ll create the path your form follows after it is submitted.
Every workflow starts with Start and ends with End.
For your first workflow, build this simple path:
START
↓
Person or Group
↓
END
The person or group you add becomes the reviewer who receives every submission.
Step 4 – Save the Workflow
Click Save.
Review the workflow to confirm:
- The workflow has a name.
- A form has been associated through Assignment Rules.
- All workflow steps are connected.
- The workflow ends with an End step.
Step 5 – Test the Workflow
Submit a test form.
Verify that:
- The workflow starts automatically.
- The reviewer receives the package.
- The reviewer can complete the task.
- The workflow reaches the End step successfully.
Think of Assignment Rules as the connection between your form and your workflow.
Without an Assignment Rule:
Form
❌
Workflow
Nothing happens when the form is submitted.
With an Assignment Rule:
Form
↓
Workflow
↓
Reviewer
The workflow starts automatically whenever someone submits the form.
Common Questions
Can multiple forms use the same workflow?
Yes, if they all follow the same approval process.
Should I make the workflow Active before testing?
No.
Keep it In Development until you’ve finished testing.
What if I need different reviewers based on the form?
That’s an advanced workflow. Once you’re comfortable with basic approval workflows, you can explore Conditional Actors and Navigation Rules for dynamic routing.
Comments
Please sign in to leave a comment.